Example setups · Sports and leisure
Gym and fitness trainer slots
For a neighbourhood gym with a handful of trainers, where members want a fixed hour for a session and a visitor who walks in for a trial waits at a reception that is also the cash counter.
The setup
Lines and what people choose
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Personal training bookings
About 45 min each · up to 12 waiting
- One-to-one session 45 min
- Diet and progress check 20 min
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Trial and joining walk-in + bookings
About 15 min each · up to 20 waiting
- Trial session 30 min
- Membership
- New membership 12 min
- Renewal 6 min
- Freeze or transfer 8 min
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Squat racks bookings
About 45 min each · up to 12 waiting
- Squat rack, 30 minutes 30 min
- Squat rack, 60 minutes 60 min
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Rowing machine bookings
About 30 min each · up to 8 waiting
- Rowing machine, 30 minutes 30 min
- Rowing machine, 60 minutes 60 min
Desks
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Trainer: Arjun
Calls from Personal training
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Trainer: Meera
Calls from Personal training
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Trainer: Salim
Calls from Personal training
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Floor trainer
Calls from Trial and joining
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Reception
Calls from Trial and joining
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Squat rack 1
Calls from Squat racks
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Squat rack 2
Calls from Squat racks
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Rowing machine
Calls from Rowing machine
Team
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Gym owner Owner
Sets up the lines and the hours and reads Insights at the end of the month.
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Gym manager Manager
Watches the Live Board at peak hours, schedules trainers' leave and handles renewals.
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Trainer × 3 Staff
Takes booked sessions at a desk named after them and calls the next member.
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Floor trainer Staff
Takes visitors for a trial session and leads them to the reception.
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Receptionist Staff
Handles joining and renewals at the Reception desk, checks members in for their equipment slots and calls them to the machine.
Ticked: Front desk, Urgent
Visits with several steps
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Trial, then joining
A visitor who finishes a trial session is sent on for a new membership in the same visit, instead of waiting by the door to ask someone.
For Trial session
- The service itself
- Go to New membership on Trial and joining
The day
Hours, the TV and the poster
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Opening hours
Monday to Saturday, 5:30 am to 10 pm; Sunday, 6 am to 12 noon.
Close on public holidays and for an annual maintenance day, and give festival days shorter hours as special hours for that date.
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TV display
The token being called and the desk to go to, for the joining and trial line.
Above the reception desk, facing the entrance.
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QR poster
At the entrance, on the reception desk and by the locker area, so a visitor can take a place for a trial session before reaching the desk.
Tips
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Give each trainer a desk with their name.
A booked session is called by whichever trainer's desk is free at that time, and the member's page shows which desk to go to. Three trainers on the line means three sessions can be booked for the same hour.
How it works → -
To let members pick their trainer, give each trainer a line.
Personal training gives the member any free trainer. If members should choose, make a line per trainer, such as Training with Meera, served only by Meera's desk, so a booking on it can only go to her. Each trainer then has a line of their own, so three trainers take three lines instead of one.
How it works → -
Put trainers' days away on their profile.
Mark a trainer's leave ahead of time, and the bookings follow who is in, so nobody books a trainer who is travelling.
How it works → -
Chain the trial to joining.
The trial session leads on to New membership by a step in a process. Limit the Floor trainer's desk to Trial session, so only the Reception calls a new member. The customer sees each step on their page.
How it works → -
A person runs the equipment slots, not the machine.
Members book a rack or the rowing machine for 30 to 60 minutes. A booked time holds one member for each machine on the line, so the racks and the rower are lines of their own: two racks take two bookings at a time, the rower one. When the member arrives they press I am here, or the receptionist, with Front desk, checks them in on the Waitlist; with Run desks, they then use Call to a desk to send them to the machine and mark the slot done when the time is up. A booking nobody checks in is given up once the late window passes.
How it works → -
Members book for today or the next six days.
Members book each session from their own phone and cancel the same way. To move a session, they cancel it and book again, or ask the reception.
How it works →
The plan
Fits on Standard
The smallest plan that holds this setup, worked out from its size and what it uses.
- Lines 4 of 30
- Desks 8 of 15
- People 7 of 30
- TV screens 1 of 5
- Uses booking Plan Basic and up
- Uses desks across several lines Plan Basic and up
- Uses managers Plan Basic and up
- Uses the Front desk, Urgent and Run desks abilities Plan Basic and up
- Uses away days Plan Basic and up
- Uses waiting times in Insights Plan Basic and up
- Uses multi-step visits Plan Standard and up
How to set this up
From sign-up to your first visit
- Sign up from this page and step 1 opens with Something else already picked. Set up your business
- At step 2, name your lines: Personal training, Trial and joining, Squat racks, Rowing machine. Set each one's type and usual time. Lines, services and desks
- At step 3, add your people and desks: Trainer: Arjun, Trainer: Meera, Trainer: Salim, Floor trainer, Reception, Squat rack 1, Squat rack 2, Rowing machine. Your team, roles and leave
- Open Set up › Services and build each line's menu as above. Lines, services and desks
- Open Processes and build Trial, then joining . Processes: visits with several steps
- In Settings, set Opening hours and add closed days. Opening hours, closures and special days
- Open Displays, pair the TV and choose what it shows. TV displays
- Print the poster from Settings › QR code and poster and put it up. Posters, links and QR codes
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